This Privacy Policy explains what information the Texas Systems Discord bot ("Texas Systems," "the Bot") and its web dashboard collect, how that information is used, and how it is protected. Texas Systems operates for the Texas State Roleplay ("TXRP") Discord community.
Texas Systems collects and stores only what is necessary to operate its features:
| Data | Why we collect it |
|---|---|
| Discord user ID, username, display name, avatar, and server roles | Identify members and staff, apply permissions, run role-based systems (chain of command, training, verification), and log moderation actions |
| Online status (online / idle / do not disturb / offline) and the time you were last seen online | Show staff availability on the staff directory, grant an "online" role to staff who are present, and reconcile staff duty time. We do not read or store your activities or games. |
| Message content in the TXRP server | Run the bot's ! commands, detect staff-transfer requests, protect members from unwanted pings, count staff participation in tickets and staff channels for quotas, answer support tickets, and build a ticket transcript that is sent to the ticket opener when the ticket closes. Message content is not stored beyond what these features need (command handling is immediate; ticket transcripts and comms-check records are kept). |
| Moderation case history (warnings, strikes, suspensions, terminations, promotions, appeals) | Maintain a staff conduct record and appeal history |
| Roblox user ID and username (if you link your account) | Link a Discord account to an in-game identity for verification, comms checks, in-game commands and the TXRP Coins rewards system |
| Website usage (which TXRP site features you have used, and when) and site access status | Operate the site, review applications and appeals, and enforce site bans. IP addresses are not stored. |
| Browser-game data (characters, vehicles, in-game balance, records) | Run the Texas State Roleplay browser game for players with access |
| Dashboard and site login sessions | Authenticate access to the web dashboard and member pages via Discord OAuth |
Texas Systems does not collect passwords, payment information, or any data from users who are not members of the TXRP Discord server.
Texas Systems integrates with the following third-party services to function:
Data is stored on infrastructure operated by TXRP, on a machine with full-disk encryption enabled, so all stored data is encrypted at rest. It is retained for as long as necessary to serve its operational purpose — for example, moderation case history is retained indefinitely as a conduct record, while temporary session or cache data is cleared automatically. You may request removal of your data by contacting TXRP leadership, subject to legitimate record-keeping needs (e.g. an active moderation case cannot be deleted on request).
We do not sell, rent, or share your data with third parties for marketing purposes. Data is only shared with the third-party services listed above, strictly as needed for those services to function.
We take reasonable technical measures to protect stored data, including access controls limiting the dashboard to authorized staff and encrypted credential storage. No system is completely secure, and we cannot guarantee absolute security of information.
Texas Systems is used within a Discord server subject to Discord's own age requirements. We do not knowingly collect additional personal information beyond what Discord itself provides through its platform.
You can see exactly what Texas Systems holds about you, and ask for it to be deleted, at any time from My Info. Sign in with Discord and the page lists every category of data held about you and how many records of each. A Request deletion of my data button submits the request directly — no email is needed.
Requests are reviewed by TXRP leadership and you are sent a direct message with the outcome, including exactly what was removed and what, if anything, was kept. Disciplinary records and their appeals may be retained where they are the record of decisions made about you and are needed should you ever appeal them; everything else is removed on request. If a request is declined you are told why.
You may also request a copy of your data, or raise anything about this policy, by contacting TXRP leadership through the official Discord server.
We may update this Privacy Policy from time to time. Continued use of Texas Systems after changes are posted constitutes acceptance of the revised policy.
To have your data deleted, use My Info — it is the fastest route and requires no email. Any other question about this Privacy Policy can be directed to TXRP leadership through the official Discord server, or by opening a support ticket there.